Adopted: August 23, 2004
Revised: March 9, 2015
806
CRISIS MANAGEMENT POLICY
I.
PURPOSE
ISD #881 Policy 806
The purpose of this Model Crisis Management Policy is to act as a guide for school
district and building administrators, school employees, students, school board members,
and community members to address a wide range of potential crisis situations in the
school district. For purposes of this Policy, the term, “school districts,” shall include
charter schools. The step-by-step procedures suggested by this Policy will provide
guidance to each school building in drafting crisis management plans to coordinate
protective actions prior to, during, and after any type of emergency or potential crisis
situation. Each school district should develop tailored building-specific crisis
management plans for each school building in the school district, and sections or
procedures may be added or deleted in those crisis management plans based on building
needs.
The school district will, to the extent possible, engage in ongoing emergency planning
within the school district and with emergency responders and other relevant community
organizations. The school district will ensure that relevant emergency responders in the
community have access to their building-specific crisis management plans and will
provide training to school district staff to enable them to act appropriately in the event of
a crisis.
II.
GENERAL INFORMATION
A.
The Policy and Plans
The school district’s Crisis Management Policy has been created in consultation
with local community response agencies and other appropriate individuals and
groups that would likely be involved in the event of a school emergency. It is
designed so that each building administrator can tailor a building-specific crisis
management plan to meet that building’s specific situation and needs.
The school district’s administration and/or the administration of each building
shall present tailored building-specific crisis management plans to the school
board for review and approval. The building-specific crisis management plans
will include general crisis procedures and crisis-specific procedures. Upon
approval by the school board, such crisis management plans shall be an addendum
to this Crisis Management Policy. This Policy and the plans will be maintained
and updated on an annual basis.
B.
Elements of the District Crisis Management Policy
1.
General Crisis Procedures.
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The Crisis Management Policy includes
general crisis procedures for securing buildings, classroom evacuation,
building evacuation, campus evacuation, and sheltering. The Policy
designates the individual(s) who will determine when these actions will be
taken. These district-wide procedures may be modified by building
administrators when creating their building-specific crisis management
plans. A communication system will be in place to enable the designated
individual to be contacted at all times in the event of a potential crisis,
setting forth the method to contact the designated individual, the provision
of at least two designees when the contact person is unavailable, and the
method to convey contact information to the appropriate staff persons.
The alternative designees may include members of the emergency first
responder response team. A secondary method of communication should
be included in the plan for use when the primary method of
communication is inoperable. Each building in the school district will
have access to a copy of the Comprehensive School Safety Guide (2011
Edition) to assist in the development of building-specific crisis
management plans.
All general crisis procedures will address specific procedures for the safe
evacuation of children and employees with special needs such as physical,
sensory, motor, developmental, and mental health challenges.
a.
Lock-Down Procedures. Lock-down procedures will be used in
situations where harm may result to persons inside the school
building, such as a shooting, hostage incident, intruder, trespass,
disturbance, or when determined to be necessary by the building
administrator or his or her designee. The building administrator or
designee will announce the lock-down over the public address
system or other designated system. Code words will not be used.
Provisions for emergency evacuation will be maintained even in
the event of a lock-down. Each building administrator will submit
lock-down procedures for their building as part of the buildingspecific crisis management plan.
b.
Evacuation Procedures. Evacuations of classrooms and buildings
shall be implemented at the discretion of the building administrator
or his or her designee. Each building’s crisis management plan
will include procedures for transporting students and staff a safe
distance from harm to a designated safe area until released by the
building administrator or designee. Safe areas may change based
upon the specific emergency situation. The evacuation procedures
should include specific procedures for children with special needs,
including children with limited mobility (wheelchairs, braces,
crutches, etc.), visual impairments, hearing impairments, and other
sensory, developmental, or mental health needs. The evacuation
procedures should also address transporting necessary medications
for students that take medications during the school day.
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c.
Sheltering Procedures. Sheltering provides refuge for students,
staff, and visitors within the school building during an emergency.
Shelters are safe areas that maximize the safety of inhabitants.
Safe areas may change based upon the specific emergency. The
building administrator or his or her designee will announce the
need for sheltering over the public address system or other
designated system. Each building administrator will submit
sheltering procedures for his or her building as part of the buildingspecific crisis management plan.
2.
Crisis-Specific Procedures. The Crisis Management Policy includes
crisis-specific procedures for crisis situations that may occur during the
school day or at school-sponsored events and functions. These districtwide procedures are designed to enable building administrators to tailor
response procedures when creating building-specific crisis management
plans.
3.
School Emergency Response Teams
a.
Composition. The building administrator in each school building
will select a school emergency response team that will be trained
to respond to emergency situations. All school emergency response
team members will receive on-going training to carry out the
building’s crisis management plans and will have knowledge of
procedures, evacuation routes, and safe areas. For purposes of
student safety and accountability, to the extent possible, school
emergency response team members will not have direct
responsibility for the supervision of students. Team members must
be willing to be actively involved in the resolution of crises and be
available to assist in any crisis situation as deemed necessary by
the building administrator. Each building will maintain a current
list of school emergency response team members which will be
updated annually. The building administrator, and his or her
alternative designees, will know the location of that list in the
event of a school emergency. A copy of the list will be kept on file
in the school district office, or in a secondary location in single
building school districts.
b.
Leaders. The building administrator or his or her designee will
serve as the leader of the school emergency response team and will
be the primary contact for emergency response officials. In the
event the primary designee is unavailable, the designee list should
include more than one alternative designee and may include
members of the emergency response team. When emergency
response officials are present, they may elect to take command and
control of the crisis. It is critical in this situation that school
officials assume a resource role and be available as necessary to
emergency response officials.
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III.
PREPARATION BEFORE AN EMERGENCY
A.
B.
Communication
1.
District Employees. Teachers generally have the most direct contact with
students on a day-to-day basis. As a result, they must be aware of their
role in responding to crisis situations. This also applies to non-teaching
school personnel who have direct contact with students. All staff shall be
aware of the school district’s Crisis Management Policy and their own
building’s crisis management plan. Each school’s building-specific crisis
management plan shall include the method and dates of dissemination of
the plan to its staff. Employees will receive a copy of the relevant
building-specific crisis management plans and shall receive periodic
training on plan implementation.
2.
Students and Parents. Students and parents shall be made aware of the
school district’s Crisis Management Policy and relevant tailored crisis
management plans for each school building. Each school district’s
building-specific crisis management plan shall set forth how students and
parents are made aware of the district and school-specific plans. Students
shall receive specific instruction on plan implementation and shall
participate in a required number of drills and practice sessions throughout
the school year.
Planning and Preparing for Fire
1.
Designate a safe area at least 50 feet away from the building to enable
students and staff to evacuate. The safe area should not interfere with
emergency responders or responding vehicles and should not be in an area
where evacuated persons are exposed to any products of combustion.
(Depending on the wind direction, where the building on fire is located,
the direction from which the fire is arriving, and the location of fire
equipment, the distance may need to be extended.)
2.
Each building’s facility diagram and site plan shall be available in
appropriate areas of the building and shall identify the most direct
evacuation routes to the designated safe areas both inside and outside of
the building. The facility diagram and site plan must identify the location
of the fire alarm control panel, fire alarms, fire extinguishers, hoses, water
spigots, and utility shut offs.
3.
Teachers and staff will receive training on the location of the primary
emergency evacuation routes and alternate routes from various points in
the building. During fire drills, students and staff will practice evacuations
using primary evacuation routes and alternate routes.
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C.
4.
Certain employees, such as those who work in hazardous areas in the
building, will receive training on the locations and proper use of fire
extinguishers and protective clothing and equipment.
5.
Fire drills will be conducted periodically without warning at various times
of the day and under different circumstances, e.g., lunchtime, recess, and
during assemblies. State law requires a minimum of five fire drills each
school year, consistent with Minn. Stat. § 299F.30. See Minn. Stat. §
121A.035.
6.
A record of fire drills conducted at the building will be maintained in the
building administrator’s office.
7.
The school district will have prearranged sites for emergency sheltering
and transportation as needed.
8.
The school district will determine which staff will remain in the building
to perform essential functions if safe to do so (e.g., switchboard, building
engineer, etc.). The school district also will designate an administrator or
his or her designee to meet local fire or law enforcement agents upon their
arrival.
Facility Diagrams and Site Plans
All school buildings will have a facility diagram and site plan that includes the
location of primary and secondary evacuation routes, exits, designated safe areas
inside and outside of the building, and the location of fire alarm control panel, fire
alarms, fire extinguishers, hoses, water spigots, and utility shut offs. All facility
diagrams and site plans will be updated regularly and whenever a major change is
made to a building. Facility diagrams and site plans will be maintained by the
building administrator and will be easily accessible and on file in the school
district office. Facility diagrams and site plans will be provided to first
responders, such as fire and law enforcement personnel.
D.
Emergency Telephone Numbers
Each building will maintain a current list of emergency telephone numbers and
the names and addresses of local, county, and state personnel who may be
involved in a crisis situation. The list will include telephone numbers for local
police, fire, ambulance, hospital, the Poison Control Center, county and state
emergency management agencies, local public works departments, local utility
companies, the public health nurse, mental health/suicide hotlines, and the county
welfare agency. A copy of this list will be kept on file in the school district
office, or at a secondary location for single building school districts, and updated
annually.
School district employees will receive training on how to make emergency
contacts, including 911 calls, when the school district’s main telephone number
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and location is electronically conveyed to emergency personnel instead of the
specific building in need of emergency services.
School district plans will set forth a process to internally communicate an
emergency, using telephones in classrooms, intercom systems, or two-way radios,
as well as the procedure to enable the staff to rapidly convey emergency
information to a building designee. Each plan will identify a primary and
secondary method of communication for both internal and secondary use. It is
recommended that the plan include several methods of communication because
computers, intercoms, telephones, and cell phones may not be operational or may
be dangerous to use during an emergency.
E.
Warning and Notification Systems
The school district shall maintain a warning system designed to inform students,
staff, and visitors of a crisis or emergency. This system shall be maintained on a
regular basis under the maintenance plan for all school buildings. The school
district should consider an alternate notification system to address the needs of
staff and students with special needs, such as vision or hearing.
The building administrator shall be responsible for informing students and
employees of the warning system and the means by which the system is used to
identify a specific crisis or emergency situation. Each school’s building-specific
crisis management plan will include the method and frequency of dissemination
of the warning system information to students and employees.
F.
Early School Closure Procedures
The superintendent will make decisions about closing school or buildings as early
in the day as possible. The early school closure procedures will set forth the
criteria for early school closure (e.g., weather-related, utility failure, or a crisis
situation), will specify how closure decisions will be communicated to staff,
students, families, and the school community (designated broadcast media, local
authorities, e-mail, or district or school building web sites), and will discuss the
factors to be considered in closing and reopening a school or building.
Early school closure procedures also will include a reminder to parents and
guardians to listen to designated local radio and TV stations for school closing
announcements, where possible.
G.
Media Procedures
The superintendent has the authority and discretion to notify parents or guardians
and the school community in the event of a crisis or early school closure. The
superintendent will designate a spokesperson who will notify the media in the
event of a crisis or early school closure. The spokesperson shall receive training
to ensure that the district is in strict compliance with federal and state law relative
to the release of private data when conveying information to the media.
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H.
Behavioral Health Crisis Intervention Procedures
Short-term behavioral health crisis intervention procedures will set forth the
procedure for initiating behavioral health crisis intervention plans. The procedures
will utilize available resources including the school psychologist, counselor,
community behavioral health crisis intervention, or others in the community.
Counseling procedures will be used whenever the superintendent or the building
administrator determines it to be necessary, such as after an assault, a hostage
situation, shooting, or suicide. The behavioral health crisis intervention
procedures shall include the following steps:
I.
1.
Administrator will meet with relevant persons, including school
psychologists and counselors, to determine the level of intervention
needed for students and staff.
2.
Designate specific rooms as private counseling areas.
3.
Escort siblings and close friends of any victims as well as others in need of
emotional support to the counseling areas.
4.
Prohibit media from interviewing or questioning students or staff.
5.
Provide follow-up services to students and staff who receive counseling.
6.
Resume normal school routines as soon as possible.
Long-Term Recovery Intervention Procedures
Long-term recovery intervention procedures may involve both short-term and
long-term recovery planning:
IV.
1.
Physical/structural recovery.
2.
Fiscal recovery.
3.
Academic recovery.
4.
Social/emotional recovery.
SAMPLE PROCEDURES INCLUDED IN THIS POLICY
Sample procedures for the various hazards/emergencies listed below are attached to this
Policy for use when drafting specific crisis management plans. Additional sample
procedures may be found in the Response section of the Comprehensive School Safety
Guide (2011 Edition). After approval by the school board, an adopted procedure will
become an addendum to the Crisis Management Policy.
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V.
A.
Fire
B.
Hazardous Materials
C.
Severe Weather: Tornado/Severe Thunderstorm/Flooding
D.
Medical Emergency
E.
Fight/Disturbance
F.
Assault
G.
Intruder
H.
Weapons
I.
Shooting
J.
Hostage
K.
Bomb Threat
L.
Chemical or Biological Threat
M.
Checklist for Telephone Threats
N.
Demonstration
O.
Suicide
P.
Lock-down Procedures
Q.
Shelter-In-Place Procedures
R.
Evacuation/Relocation
S.
Media Procedures
T.
Post-Crisis Procedures
U.
School Emergency Response Team
V.
Emergency Phone Numbers
MISCELLANEOUS PROCEDURES
A.
Chemical Accidents
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Procedures for reporting chemical accidents shall be posted at key locations such
as chemistry labs, art rooms, swimming pool areas, and janitorial closets.
B.
Visitors
The school district shall implement procedures mandating visitor sign in and
visitors in school buildings. See ISD #881 Policy 903 (Visitors to School District
Buildings and Sites).
The school district shall implement procedures to minimize outside entry into
school buildings except at designated check-in points and assure that all doors are
locked prior to and after regular building hours.
C.
Student Victims of Criminal Offenses at or on School Property
The school district shall establish procedures allowing student victims of criminal
offenses on school property the opportunity to transfer to another school within
the school district.
D.
Radiological Emergencies at Nuclear Generating Plants
School districts within a ten (10) mile radius of the Monticello or Prairie Island
nuclear power plants will implement crisis plans in the event of an accident or
incident at the power plant.
Questions relative to the creation or implementation of such plans will be directed
to the Minnesota Department of Public Safety.
Legal References:
Minn. Stat. Ch. 12 (Emergency Management)
Minn. Stat. Ch. 12A (Natural Disaster; State Assistance)
Minn. Stat. § 121A.035 (Crisis Management Policy)
Minn. Stat. § 121A.06 (Reports of Dangerous Weapon Incidents in School
Zones)
Minn. Stat. § 299F.30 (Fire Drill in School)
Minn. Stat. § 326B.02, Subd. 6 (Powers)
Minn. Stat. § 326B.106 (General Powers of Commissioner of Labor and
Industry)
Minn. Stat. § 609.605, Subd. 4 (Trespasses on School Property)
Minn. Rules Ch. 7511 (Fire Safety)
20 U.S.C. § 1681, et seq. (Title IX)
20 U.S.C. § 6301, et seq. (No Child Left Behind)
20 U.S.C. § 7912 (Unsafe School Choice Option)
42 U.S.C. § 5121 et seq. (Disaster Relief and Emergency Assistance)
Cross References:
ISD #881 Policy 407 (Employee Right to Know – Exposure to Hazardous
Substances)
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ISD #881 Policy 413 (Harassment and Violence)
ISD #881 Policy 501 (School Weapons Policy)
ISD #881 Policy 506 (Student Discipline)
ISD #881 Policy 532 (Use of Peace Officers and Crisis Teams to Remove
Students with IEPs from School Grounds)
ISD #881 Policy 903 (Visitors to School District Buildings and Sites)
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